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Finances and Expenses

SAP Self Service

SAP Self Service is a digital system used by all University employees to manage a number of services, tasks and applications concerning your personal state of affairs, such as your travel and expenses and your annual P&D interview. All Self Service applications are supported by Internet Explorer. It is therefore highly recommended that you use this browser. However, Firefox is a good alternative. If you experience technical problems, please contact the ISSC (phone: 8888).

You can arrange many HR matters yourself in Self Service. This includes booking and requesting permission for vacation, submitting travel and other expense claims, selecting flexible benefits in the terms of employment individual choices model and viewing your payslip.

You can log on to SAP by using the following link: https://sapepp.leidenuniv.nl/irj/portal/ This Self Service link on the university website is only available inside the university domain. You can acces the Self Service portal from another locatie via Remote Workplace

You can manage the following in Self Service:
* Personal profile: You can change personal information here. However, some personal information can only by changed in the PSSC HR system

* Ancillary activities: If you have ancillary activities, you can register or change those in this application

* Time recording: If you are working on a project that requires time recording, please contact Hafize Olgun: olgun@strw.leidenuniv.nl or Els Heijsman: heijsman@strw.leidenuniv.nl of the Observatory financial department. They will explanin to you how it works.

* Flexible benefits: The university offers several offsets to their employees. If you want more information about this, please contact the PSSC service desk: extension 6200, email: pssc-servicepunt@bb.leidenuniv.nl

* Your playslip and annual tax statement

* HRM and ICLON training programmes

* Performance and Development Interview

* Digital invoices

* Vacation

* Expenses: All expense claims have to be done in SAP Self Service. You are always requested to fill out a SAP-number, This is an administrative number used to allocate your costs. It can be provided by your supervisor or the project administrator.

* Leave requests

FURTHER INFORMATION
The information below is not listed in SAP Self Service, but nonetheless very useful for new university employees. More useful information for new employees can be found in the section ‘Start of appointment’ on the Observatory local pages: https://local.strw.leidenuniv.nl/

New staff info
When you are coming to The Netherlands and you have not yet arranged accommodation, you are sometimes entitled to stay in a hotel at Observatory costs for a maximum of 7 nights. Please check out the section ‘Start of appointment’ » insert link Start of appointment
https://www.staff.universiteitleiden.nl/human-resources/new-staff?cf=science&cd=leiden-observatory

International staff
https://www.staff.universiteitleiden.nl/human-resources/international-staff/service-centre-international-staff/service-centre-international-staff/science/leiden-observatory?cf=science&cd=leiden-observatory

Travel

Uniglobe’s online travel tool All airline and international train tickets must be purchased through travel agency Uniglobe. At the start of you contract we will inform Uniglobe that you are an authorized booker of Leiden University. By contacting Uniglobe, you can request a login for their online travel tool: https://e-travelmanagement22.amadeus.com/login/ap_ul If you need a login or if you encounter problems with your account, please contact Uniglobe directly: 010 241 2043 or ultravel@uniglobeat.nl The University is billed directly, which means you do not need to pay in advance.

Hotel accommodation Preferably by self booking in the Uniglobe online tool. You should pay in advance and claim the expenses in SAP Self Service. If you cannot pay in advance, you can request an advance payment in SAP Self Service. Another possibility is to ask Uniglobe to book hotel accommodation for you, but this is more expensive and thus not recommended.

Travel insurance Employees going on business trips can make use of the University’s collective travel insurance scheme. Please check the university website for more information: https://www.staff.universiteitleiden.nl/human-resources/social-security-and-insurances/collective-insurances/travel-insurance/science/leiden-observatory?cf=science&cd=leiden-observatory or contact Katrien van Dijk: m.k.van.dijk@bb.leidenuniv.nl

Reimbursement travel expenses All expense claims have to be done in SAP Self Service. You are always requested to fill out a SAP-number. This is an administrative number used to allocate your costs. It can be provided by your supervisor or the project administrator. In the ‘Subject’ field, please enter the date, destination and the name of the meeting.

The date format in the SAP system is dd.mm.yyyy. You can also leave out the dots and enter 01052015, for example. Time can also be inserted without punctuation, for example 730 (becomes 7:30) or by using a colon, 7:30. After entering the date and time, first press <ENTER> before you go on. This way the system checks your date and time specification.

fin.1598972535.txt.gz · Last modified: 2020/09/01 15:02 by verhoeven